Job Information
UNIVERSITY OF TEXAS AT AUSTIN Executive Assistant in AUSTIN, Texas
Provides executive-level support to the executive director of the Hogg Foundation for Mental Health using a high degree of initiative, judgment, and discretion. Coordinates the ED calendar, schedules appointments, arranges meetings, and responds to inquiries as appropriate. Arranges all out-of-office logistics for ED, including preliminary approvals, transportation and lodging, and submitting for reimbursements. Prepares individual travel folders related to each trip.Maintains regular contact and fosters cross-team collaboration among Hogg staff and various campus departments, including the Steve Hicks School of Social Work, and external stakeholders and workgroups relevant to the Executive Directors role. Plans and prepares for visits from official guests, including managing or overseeing travel, hospitality, and equipment arrangements, and receives visitors for the foundation. May represent ED at staff meetings.Plans and executes executive office events, including external meetings, National Advisory Committee meetings, Team Leaders meetings, All-Staff Quarterly Meetings, All-Staff Retreat, and ongoing staff development. Works with vendors and departments to coordinate event services such as meeting space, food, travel, accommodations, etc. Creates meeting agendas, project timelines, takes meeting minutes, and distributes to staff as needed.Prepares administrative reports and tasks, as well as coordinates and tracks the status of various projects including Team Leader action items. Proofreads speeches, memorandum, documents, reports, and proposed publications for the ED. Sets up, handles, and maintains all files for executive office including sensitive materials for executive director's office.Serves on several internal committees to assist with researching, evaluating, planning, and implementing foundation grants and creative works on an ongoing basis. Other related duties as assigned.
